Employment Hero timesheets can arrive pre-filled: created from clock-outs or typed in. A crew week that looks complete may still hold the same day twice. This post is a check for the crew supervisor, before the hours are approved.
The short answer: compare each entry of the draft week with the clock. Remove a duplicate entry, correct a wrong finish time, and record approval apart from what payroll receives. Employment Hero says managers can review timesheets before processing them in a pay run,1 so the review point exists. Your register shows whether it is used.
- 01 · DraftThe week arrives
Timesheet Crew member A Sample
- 5 entries5 × 8 h = 40 h
- 02 · CompareDraft against the clock
- Thursday appears once
- Tuesday matches 7.5 h
- Monday and Wednesday
- 03 · CorrectA person fixes it
Remove a Thursday, fix Tuesday?40 h becomes 31.5 h
- 04 · ApproveA manager approves
Timesheets 2–5 November Approved
31.5 h
Payroll receipt still to check.
At the end of the day Approved hours are not payroll hours until you check the receipt.
Know which entries you have
Created at clock-out
Employment Hero says a timesheet is created for the shift once an employee clocks out.
Typed in
A person entered it, perhaps on top of the one made at clock-out. Compare it with the clock times.
Approved
A manager reviews it before it goes into a pay run.
Employment Hero’s time and attendance page says that “once an employee clocks out, the activity is recorded and a timesheet is automatically created for that shift”.1 Its setup walkthrough covers “timesheet entry types, overnight timesheets, auto-approval settings, leave-to-timesheet conversion, and rounding rules”.2 Check your own settings first, because a day that approves itself needs your check before the pay run. The button-level steps are in your Employment Hero Help Centre, for the screen you use.
Compare the draft week with the clock
| Day | Draft hours | Clock hours | Action |
|---|---|---|---|
| Monday | 8 | 8 | Keep |
| Tuesday | 8 | 7.5 | Correct |
| Wednesday | 8 | 8 | Keep |
| Thursday | 8 | 8 | Keep |
| Thursday, second entry | 8 | 0 | Remove |
| Total | 40 | 31.5 | Check before approval |
Sample data, not a client’s. Hours here are net of breaks. Employment Hero says rostered shifts can be compared with “actual time worked”, with inconsistencies flagged before timesheets are approved.3 Use the same idea on the crew week: a saved entry is not proof that the work happened.
Correct one day and keep the reason
Sample figures Change them to one shift. Try 10 pm to 6 am for a shift past midnight. Nothing you type leaves this page.
- Decimal hours
- 7.50
- Start to finish
- 480 minutes
- After the break
- 450 minutes
- The same time as hours and minutes
- 7 h 30 min
7 h 30 min is 7.50 decimal hours, not 7.30.
Decimal hours are minutes ÷ 60, so 7 hours 30 minutes is 7.50, not 7.30. Shown to 2 decimal places: your payroll’s rounding rule decides what you enter. Clock times only. A shift that crosses a daylight saving change is not adjusted for, so check those by hand.
Tuesday started at 7:30 am. The finish was 3:30 pm, with a 30-minute unpaid break. Type 07:30 and 15:30 and 30 into the calculator: 7.50 decimal hours, not 7.30. Your payroll’s rounding rule decides what you enter.
The supervisor returns the entry to the crew member with the reason, and you keep the first value, the new value and who changed it. For one correction from crew sheet to payroll, see the timesheet correction example.
Keep approval apart from payroll
| State | Entries | Hours | Release decision |
|---|---|---|---|
| Duplicate entries | 0 | 0 | Cleared |
| Corrections waiting | 0 | 0 | Cleared |
| Approved | 4 | 31.5 | Check the pay run |
| Payroll receipt | Not checked | Not checked | Hold sign-off |
Approved is not processed, so check that the pay run holds the same four entries and 31.5 hours. Leave an unresolved receipt with the payroll administrator, and do not enter the week a second time.
The register before you sign off
- Drafts. Each day appears once. The second Thursday is removed.
- Corrections. Tuesday is 7.5 hours, with the reason on record.
- Approved. Four entries and 31.5 hours.
- Receipt. The pay run shows the same entries before anyone signs off.
Hours saved: not measured. Dollars saved: not measured. Running costs: your Employment Hero plan and any support. This is a working checklist, not a pay calculation. Ask a payroll or workplace adviser about your obligations.
Where a person stays in charge
Rules check
Dates, counts and totals against the clock, the same way every week.
Claude drafts
A one-line note on a flagged day. It never decides worked time.
You decide
A supervisor settles disputed hours. A manager approves them.
I build workflows that put clock times, drafts and totals side by side in the systems a business already uses. Worked time is decided by a person. A build for this is quoted as a Custom build, from A$9,500 (AUD, no GST charged).4
If the crew week is only one of several problem handovers, start with a Workflow Audit for A$990 (AUD, no GST charged). It is a 60-minute call, a read-only review of your systems and a written report, with a fixed quote for each of the top 3 things worth automating.4 Start with a free fit check by email at the foot of this page.
Questions
Can a timesheet be created without anyone typing it?
Employment Hero says one is created for the shift once an employee clocks out.1 Compare it with the roster.
Is an approved timesheet the same as a processed one?
No. Employment Hero says managers can review timesheets before processing them in a pay run.1 Check the pay run as a separate step.
Where are the exact steps for my screen?
In your Employment Hero Help Centre. Screens differ by setup, so use the steps that match yours.
Sources
- 1. Employment Hero, “Time and attendance software” (Australia), read 3 November 2026: employmenthero.com/solutions/time-and-attendance-software
- 2. Employment Hero, “How to set up timesheets in Employment Hero” (quick demo), read 3 November 2026: employmenthero.com/quick-demos/how-to-set-up-timesheets-in-employment-hero
- 3. Employment Hero, “Employee rostering software” (Australia), read 3 November 2026: employmenthero.com/solutions/employee-rostering-software
- 4. Works Better, “Pricing” and “Workflow Audit”: worksbetter.ai/pricing (Custom build from A$9,500; Workflow Audit A$990; AUD, no GST charged) and worksbetter.ai/workflow-audit
Not sure which to fix first?
Get a free fit check by email and I will say whether it is worth automating. No call needed. The next step is a A$990 workflow audit: the top 3 things worth automating, with a fixed quote for each.
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